Ch: 6 - Computer Concepts and Legal Applications Computer Concepts and Legal Applications Databases Components of a Database File
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Components of a Database File Even though databases have been used in the legal field for several years, there is no uniformity in the terms to describe database components nor do all database programs have similar major features. Generally, the primary components to a database file are:
The computer records associated with one case are referred to as a “database” or “case file” in most programs. These terms are often used interchangeably in database software programs and literature. On the right, is an example of a case file containing a database in the Summation™ program.
Databases are based on tables. Tables contain the structured information that comprises your database. In some programs, there can be one or multiple tables for a case. Tables are broken up into rows and columns. Each row represents a database record. Each column contains the mutually related data from different cases. Each item or cell in the row is called a field. A field is a “single item” of information.  Tables form the underlying foundation of all databases. Once the data is entered, it is stored in the database table. One can create many tables for a particular case. This screen is an example of many tables for a single database.
 A computer form is the data entry screen that contains a collection of fields. They can be custom designed for your case needs and design preference. Each name on the form is a field. The collection of these fields makes up a computer form. After each field name, information relating to that field can be entered. Once entered, the data is stored in the underlying table. The form is the interface between the table and the data entry. For example, when a database is created in Microsoft Access™, a common field could be Document Type. This field would be part of the table. This same field would be placed on a FORM for data entry purposes. When data is entered on the form, the data is actually being inserted into the underlying table for storage. It is important that the database program software have the capability to create as many FORMS as you need within a single database file. Thus, within a document control application, you could create another form, such as the personal information about persons connected with the documents. Then, you would be able to add data to both forms to be stored in a single underlying table. After information is entered into these different forms, searches can be conducted into both forms simultaneously in the same or different fields to retrieve specific information or records. This capability to create more than one form in a case file offers immense power to the creative user. Multiple forms make entry of data easy, since well-defined forms can be created to collect specific information, depending upon the information in your case.
A record is a filled-in form. The correct terminology would be to retrieve a record (not a form). Before any information is added, the screen is called a form. Once information is entered and saved into a particular field, the form is called a record.
 The field on a form is the location on the computer screen where specific information is entered and stored. All of us have had the task of completing paper forms that request specific information. For example, a request for your name would be included on a driver’s license application form. On a computer screen, the location for your name is labeled a field. After you enter information into these field areas, you can retrieve these records for on-screen or printed reports. For example, in a document application database, a field may be called DOC #, which means Document Number. After entering document numbers into this field in multiple forms, you can print a report of these document numbers, along with information from other fields about the documents. Field Properties Generally, most software programs provide the capability to limit and define what information can be entered into a specific field in a computer form. These are called field properties, definitions, or elements depending upon the program. They control the entry of information into the field. These are important because they prevent you from entering the wrong information in the wrong field. The computer will retrieve and sort your information based on what has been entered into a particular field. If the information you enter into a field is accurate, then the reports generated from this information will also be accurate. The following are examples of field definitions that may be assignable to define what information can be entered into a particular field on your computer form. For example, in the document date field, only dates can be entered. If you attempt to enter a dollar amount or text in this field, the computer will not accept it. Field definitions or property capabilities will differ as to which database program one uses. Data Type.The first attribute that may be definable for a field is the Data Type. Some of the data types that you can define a field to accept are alpha/numeric (A1000-A0010), numeric numbers (003,056), numeric range (34-56), dates (09/02/89, 3/13/77, 4/2/90), real numbers with a decimal point, text (Witness Jones will testify that the car ran the red light.), notes (some programs limit the amount of text), time (defined by hours, minutes, and AM or PM), or dollar amounts ($20.00). In addition to these main types, some programs are capable of precluding or permitting other kinds of data from being entered. Data Entry Width. For each field that you create, you can also decide the data width of the field. The data width is the number of characters or lines that can be assigned for a particular field. In some programs, the maximum data width depends on the data type. For the data type DATE, the maximum length is 8 characters in some programs, so 04/10/89 as a date is permissible. Unique Values or No Duplicates Allowed. The third field property that is generally available is to assign to a field the capability to provide unique values to data. This prevents duplicates from being entered into particular fields in your form. In a document control case, it is important that different document numbers are given to different documents. For example, if you enter Z0001 in the DCNO field and save the record, you should not be able to enter this same number in another record in the same case. On the other hand, the document date field would allow duplicates, since the date of a document may be the same for different documents. Validation Codes. When you create fields, some database programs give you the option of programming what information will be permitted to be entered into those fields, such as name, issue codes, etc. This is called validation control. Some programs have Lookup Tables, which are a sophisticated way to speed data entry and to validate information that is entered in certain fields. For instance, you can program the computer to accept only certain names of individuals, document types, or legal issue codes in fields. This feature is important to ensure accuracy in the entry of data in these fields. Suppose that you program the computer to accept only the last names of Jones and Smith in the NAMC (Name Code) field. Then, if you attempt to enter the last name of McCoy, the computer will not accept that last name because it is not a valid name for that field. The importance of this field definition shows up later when you retrieve the names of individuals for sorting and reports. If you misspell the last name and type S-M-Y-T-H when you enter the data, instead of S-M-I-T-H, then when you search for the word “SMITH” the computer will retrieve all records that are connected with “SMITH,” and will not retrieve the “SMYTH” record. Assigning validation control to a field prevents this problem. This will prevent the computer from accepting a name spelled S-M-Y-T-H if it has not been previously programmed to do so. Required Field. The fifth definition of a field that you may be permitted to assign is required entry in a field. Essentially, this means that you are required to enter data into this field. Otherwise, the computer will not save the record. For example, you should consider making the document date field a required field. The reason for requiring the date field to be filled out is to ensure that the document record appears in the correct date location for a chronological report of your documents. If a document does not have a document date on it, then estimate the date, (if your program permits it). Multi-Entry. Another field property you are permitted to control and define is called a multi-entry attribute. Technically, the multi-entry definition allows you to add multiple entries or indexes to a particular field that can later be searched as individual entries. In practical language, this means that if you have a field designated as a legal issue code field, such as ISSC, then you can enter multiple legal issue codes into this field. For example, you can enter the legal issue codes - contract, breach, defective, and warranty - into the ISSC multi-entry field of one computer record. You can then subsequently search the ISSC field for the legal issue code “breach,” and it will retrieve this record and all other records where “breach” is in the multi-entry field. This gives you the capability to provide multiple indexing of information by using the multi-entry definition. This is an extremely important feature in the practice of law. For instance, you might have the legal issue code “contract” entered in this field in twenty document records. In addition, you may have entered the legal issue code “breach” into fifteen of those SAME records in this same field. The twenty document records also may have a field labeled SUMM, for summary of the document. When you search for the code word “breach,” it will retrieve only fifteen of the records, instead of twenty. You can then review the document summary for these 15 records. If you search for the legal issue code “contract,” it will retrieve all twenty records. Instead of having to create thirty-five database records, you can use multiple indexing and create only 20 records. |
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